Modify the Number of Seats Available

Transcription

1 Modify the Number of Seats Available There are multiple ways to reserve seats for force registration within HUB. It is important to understand the impacts of these options when determining which option to use. The options, include; 1) Manipulating Enrollment Capacities; 2) Departmental Consent; and 3) Force Registration Requirement Group. Searching for a Course From the Main Menu, click Curriculum Management Schedule of Classes Maintain Schedule of Classes You now have the option of adjusting the enrollment caps for your class, as a result, you may not need to use the Reserve Seats method as much as you used in the past. Last Updated: April 29,

2 You will arrive on the Maintain Schedule of Classes Search page. The system automatically enters the Academic Institution as UBFLO. If it is not entered, please enter UBFLO. Enter a four digit Term number, or you can use the Look Up icon to search for a term. For our example, we will search for Spring For the subject, you enter a subject you are searching for. For our example, we are looking for Department of Media Studies or DMS. We will use the Look Up icon to help us find the subject. Finally, you will enter the catalog number you are searching for. Our example calls for us to search for 217. Your search results will appear below the search criteria box. Click the link. Last Updated: April 29,

3 Option 1: Manipulating Enrollment Capacities This option allows departments to control enrollment without use of reserves. The class shows closed when the enrollment capacity is reached. You will want to use this option if you: a) Want to reserve any number of seats in a course for force registration; AND b) You do NOT anticipate changing the number of reserved seats during the registration period; AND c) On the class schedule, the class will display as Closed when only reserved seats remain Enrollment Cntrl Tab After you click on the search result link you will come to the Basic Data tab page. Click Enrollment Cntrl tab to go to the page that we need to change the capacity. Requested Room Capacity Enrollment Capacity This field designates the maximum number of seats in a classroom. In other words, this should be the Maximum capacity for the class. This field is only used by the Registrar s Office and effects R25. Departments should not change this number. The preferred method is to simply change the number for the Enrollment Capacity. This is the Total number of students who can enroll for a course. Last Updated: April 29,

4 Option 2: Reserve Seats for Groups Use of reserve capacities allows departments to designate seats for certain groups of students. You will want to use this option if you: a) You want to reserve any number of seats in a course for force registration; AND b) You do anticipate changing the number of reserved seats during the registration period; AND c) On the class schedule, the class will display as Open with Reserves. Follow the steps on pages 1 and 2 of this handout to search for a class. A Little Bit About Sequences When you understand how to use sequences, this option can be very powerful. Having multiple sequences allows you to reserve seats for multiple groups at the same time. Single Sequence Let s start out with just a single sequence to understand some basic concepts. We want to set up just one sequence to reserve seats in an English 101 course; Section ENG 101A. The capacity for the class is We may decide on March 1 of the next term we want to reserve 10 seats out of the 24 available for English BA majors only. So, on March 1, HUB will reserve these 10 seats for you. 2. Then, we may decide on July 8, that we want to reserve 5 seats out of the 24 seats available for Freshmen. So, on July 8 th, the March 1 rule (#1 above) will be replaced by this sequence. If you only have one sequence, each reserve capacity rule within the sequence group will be replaced by the next rule when the new date arrives. Multiple Sequences Now let s say that this isn t going to work for us because we want to reserve 10 seats for English BA majors AND another 5 seats for Freshman.but you want these to both happen on March 1. This is where multiple sequences can help. 1. Set up the first sequence like you normally would (see #1 above) 2. Next, add a new sequence by clicking on the + (Plus) button in the Reserve Capacity Group. 3. Then add the second sequence criteria for the same date as you had in #1. Using this process will help you reserve a specific number of seats for multiple groups, as long as the total number of reserved seats does not exceed the capacity. Last Updated: April 29,

5 Reserve Cap Tab Let s go over how to apply the sequences concept to HUB. Click on the Reserve Cap tab located at the top of your screen. Reserve Capacity Sequence Number and Sequence Navigator + (Plus) or (minus) Sequence Start Date The Reserve Capacity number should equal to the sequence navigator button. For example, if you are on the first sequence record, the Reserve Capacity Sequence Number should be on #1. Likewise if you are on record 5, the Reserve Capacity Sequence Number should be 5. Click the + (Plus) to add a new sequence. Click the (minus) to delete a sequence. The Start Date should be the date that you want the seats to be held. To have this start at the beginning of registration windows, use: I. March 1 for the Summer and Fall II. October 1 for Spring III. October 1 for Winter Session Last Updated: April 29,

6 Requirement Group Cap Enrl + (Plus) Add a new Reserve Requirement Group Use the Look Up function to make a selection. For this option, select for first term freshmen. This should be the number of seats that you want to reserve. If you want to reserve all of the seats, the number should be equal to the Enrollment Capacity from the Enrollment Cntrl Tab. Click the + (plus) sign to add a new Reserve Requirement Group. Only add another row to overwrite the first group. You would do this to release seats. If you do not already have a Requirement Group associated with this course, you do not need to click the + or, and you do not need to change the Reserve Capacity Sequence. Let s go back and look at the Sequences for this course. Sequence Number 1 looks like: Notice that the Reserve Capacity Sequence number and the Sequence Navigator row both are the same (1). For this course, it looks like that starting 10/01/2013 there were 10 seats reserved for Media Study students. This rule will be replaced by the one on 11/6/2013 to have 2 seats reserved for Asian Studies students. HOWEVER it looks like on 10/1/2013 there was a need to reserve an additional 8 seats for 1 st Term Freshman. As a result of having to reserve two groups for 10/1/2013, a second Sequence was set up. Sequence Number 2 Last Updated: April 29,

7 Option 3: Changing the Number of Reserved Seats AFTER Registration has Started There are times that you will need to change the number of reserved seats after registration has started. Click the + sign within the Reserve Capacity Requirement Group box associated with Seats Reserved: Force Reg. Start Date Requirement Group Cap Enrl The Start Date should be the date you want the change to be effective. Note: You can do this in advance by setting the Start Date for a future date and saving the transaction. The change will be saved, but it will not be effective until the Start Date. This should be : Seats Reserved: Force Reg Should be the new number of seats that you want to reserve You can not delete a sequence if students are enrolled through their groups. If enrollment total equals 0, you can then delete the sequence. Last Updated: April 29,

8 EXAMPLES For example, to reserve 15 seats at the beginning of drop/add for fall 2013 and then release 5 seats on July 1, and then all of the seats on August 1, you would: I. Set the Reserve Capacity Requirement Group with the highest Reserve Capacity to: a. Start Date: 03/01/2013 b. Requirement Group: : Seats Reserved: English BA c. Cap Enrl: 15 II. III. Then, add a row to the same Reserve Capacity Requirement Group with: a. Start Date: 07/01/2013 b. Requirement Group: : Seats Reserved: 1 st Term Freshman c. Cap Enrl: 10 Then, add a row to the same Reserve Capacity Requirement Group with: a. Start Date: 08/01/2013 b. Requirement Group: : 1 st Term Freshmen c. Cap Enrl: 0 IMPORTANT NOTES 1) Once registration has started, Requirement Group Cap Enrl plus the number of currently enrolled students must be LESS THAN or Equal To the Enrollment Capacity a. The number of currently enrolled students can be found next to the Enrollment Capacity on the Enrollment Cntrl Tab (appears once registration begins) 2) You can only add Requirement Groups to classes with a Class Type of Enroll (on the Enrollment Cntrl Tab). If the Class type is set to Non Enroll for the lecture, try setting the Requirement Group must be added on the enrollable component of the class (lab or recitation, for example) Click Save when done. You have successfully completed this tutorial. Last Updated: April 29,